Program Assistant

MTW Employment Services; Greenstone; On-site; CAD 42,000 - 49,000; Full time

Job summary

A non-profit multi-service agency in Geraldton, Ontario, seeks a Program Assistant for a full-time, temporary position. The ideal candidate will provide administrative support, manage client interactions, and ensure confidentiality while working in a collaborative environment. Strong interpersonal skills, a commitment to diversity, and a post-secondary diploma in Office Administration are required. This position offers comprehensive health benefits and professional development opportunities.

Benefits

Competitive health and dental benefits

Flexible work schedule

12 paid days off for statutory holidays

Relocation allowance of $1500

Qualifications

• Minimum 2 years of experience in an administrative role.
• Understanding of Personal Health Information Protection Act (PHIPA).
• Excellent verbal and written communication skills.

Responsibilities

• Provide administrative support for clinical programs.
• Greet and register clients and visitors.
• Schedule consultations and manage electronic client records.

Skills

Recovery focused and person-centered orientation

Detail oriented

Exceptional interpersonal skills

Effective planning

Adept in technology

Education

Post-secondary Diploma in Office Administration

Tools

Microsoft Office Suite

Electronic Medical Records (EMRs)

Job description

Company North of Superior Counselling Programs Location Geraldton, ON Duration Full-Time Contract Current until December 18/26 Salary $42,051.89 to $48,025.32

Program Assistant – Geraldton, ON – Contract December 18, 2026 PA10225

Program Assistant Team – Geraldton, Ontario

• Competitive and comprehensive employer-paid health and dental benefits, along with paid sick time
• The Healthcare of Ontario Pension Plan (HOOPP)
• 12 paid days off to honour and observe statutory holidays, including a holiday shutdown during the winter break
• 4-weeks’ vacation* with 3 Family Care Days and 3 Floater Days pro-rated for the first year of employment

Other Benefits:

• Expense claim reimbursement for mileage and meals when travelling across the district
• Flexible work schedule per accrual of flex time
• Opportunities for growth and professional development
• Agency Wellness Committee initiatives

Recruitment Incentive:

• Relocation allowance of $1500

Summary

TheProgram Assistant (PA)is a full-time (37.5 hours per week), temporary contract up to December 18, 2026 based on-site, in-person inGeraldon, ON . The PAprovides administrative support for NOSP’s clinical programs and services. Working in an inter-disciplinary environment, the PA performs those functions supportive of the daily operations and delivery of programs and services, ensuring that discretion and confidentiality is maintained at all times. The PA is often the first contact point for referred individuals, community partners, members of the community, etc. and is therefore in the role of ambassador for NOSP, ensuring that those connecting with the agency feel welcome, supported, respected and safe and, further, that barriers to accessing services are reduced or removed. The PA, as one of a number of PAs within NOSP, has a shared responsibility for providing agency-wide reception duties and back-up for fellow PAs during scheduled and unscheduled absences.

Core Competencies

• Recovery focused and person- centered orientation
• Critical thinking skills
• Mindful and self-reflective
• Adaptable and flexible
• Sound decision-making skills
• Resourceful
• Exceptional interpersonal skills
• Accountable and dependable
• Ability to work both independently and within an interdisciplinary team
• Creative and innovative
• Detail oriented
• Effective planning, organizational and time management skills
• Adept in technology

Job Duties and Responsibilities

Supports the delivery of clinical programs and services, including:

• Greeting, welcoming and registering agency clients upon their arrival, ensuring clinicians are informed of their client arrival.
• Greeting, welcoming and directing visitors and guests to the site, ensuring that the required connections are facilitated.
• Receiving and triaging incoming phone calls, ensuring that the caller or client is responded to in keeping with identified need(s).
• Updating client demographic information, as required, and maintaining an up-to-date client service directory within the electronic client clinical record.
• Documenting any client contacts within the electronic client clinical record.
• Scheduling of consultations with Psychiatrist(s), clinician and client and setting up of the Ontario Telemedicine Network (OTN) technology to facilitate virtual consultations and/or organizing of the on-site room booking to facilitate face-to-face appointments.
• Transcribing of notes generated during psychiatrist consultation appointments.
• Supporting clinicians with the scanning and uploading of client-related forms, tools and resources, etc., into the electronic client clinical record and appropriately documenting the same.
• Providing back-up coverage for fellow PAs during scheduled or unscheduled absences, supporting clinicians and teams across the organization and receiving and responding to phone calls intended for any one of the NOSP offices.
• Receiving and processing payment for services, where applicable, and providing required receipts for clients; ensuring all payments and corresponding paperwork is forwarded to the Administrative Manager, or designate, for processing and submission to Finance.
• Managing and updating shared calendars and supporting appointment bookings and cancelations, as required.
• Receiving and processing incoming program-related mail and faxes.
• Collecting and reporting of required program and service statistics.
• Maintaining a central repository of all current letter templates, forms, etc., required for use by the clinical team.
• Supporting the safe and secure management of client files through the identification of risks and working collaboratively with leadership to identify solutions, scanning of paper files and identifying opportunities for more effective and efficient file management.
• Providing support for the clinical team, as required, with scanning, faxing, client call-outs, etc.
• Managing office supplies and PPE supplies for assigned sites, ensuring adequate supplies are on-hand at any given time and submitting orders as needs arise.
• Managing site petty cash, reconciling and submitting for reimbursement as required.
• Managing any equipment assigned to a specific site, ensuring equipment is secured when not in use and signed-out when borrowed by staff (e.g., spare cell phones, projectors, spare lap tops, tablets, etc.).
• Coordinating meetings and events, as required and in collaboration with the Administrative Manager, or designate, supporting the booking of space, ordering of food, beverages and supplies, distribution of agendas, minute taking, etc.
• Maintaining an up-to-date procedural manual of PA responsibilities so as to support position coverage and succession planning.

Administrative

• Participate as an active and contributing member of the NOSP team.
• Participate in team and agency staff meetings, actively contributing to discussion, planning and problem solving.
• Participate in agency change initiatives, actively contributing input to support for success.
• Participate in research and program evaluation projects within the agency.
• Participate in and contribute to agency-wide activities and initiatives (e.g., committees, working groups, agency planning days, etc.).
• Familiarize self and work in alignment with agency policies and procedures, identified standards of practice and governing legislation.
• Maintain up-to-date documentation within the agency’s electronic case management system, applying Standards of the Ontario College of Social Workers and Social Service Workers (OCSWSSW) as they relate to clinical documentation.
• Additional duties as required to support the effective operation of NOSP and the delivery of services to individuals and families across the District of Thunder Bay.

Occupational Health and Safety

• Follow all policies and procedures to ensure personal safety and safety of others.
• Following the principles of the Internal Responsibility System (IRS), report any observed health and safety risks to the immediate manager or designate.

Qualifications/Requirements

• Successful completion of a post-secondary Diploma program in Office Administration, Medical Office Administration (MOA), or equivalent.
• A minimum two (2) years of experience working in an administrative role, within the last five years, ideally within a clinical service setting.
• An understanding of the Personal Health Information Protection Act (PHIPA) and the ability to effectively apply privacy practices within the rural living context.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
• An understanding of the impacts of intergenerational trauma in the Indigenous community and a sound understanding of culturally sensitivity.
• Proficiency in Microsoft Office Suite.
• Familiar with and comfortable working in various database systems, including Electronic Medical Records (EMRs) and Client Case Management (CCM) systems.
• Excellent typing and transcription skills.
• Demonstrated administrative skills including the ability to confidently operate standard office equipment (e.g., fax machine, scanner, computer, photocopier, video conferencing equipment, etc.).
• Ability to function both independently, with minimal supervision, and in a team environment.
• Excellent verbal and written communication skills.
• Excellent organizational skills.
• Ability to present a positive, professional image including, but not limited to, a high degree of judgement, initiative, tact and discretion.
• Ability to follow safe work practices, as well as recognize health and safety risks.
• A valid Ontario Driver’s License is required. The use of a privately-owned vehicle and appropriate insurance coverage is required.
• Ability to travel across the District of Thunder Bay and/or out-of-District communities, as required.
• Ability to speak French is considered an asset.
• The position may require working flexible hours contingent upon program need.

Before starting with us

As our work puts us in direct contact with vulnerable persons in our community, with health and safety as a priority,the successful candidate mustcomplete or obtainthe following before the commencement of their employment:

• A Vulnerable Sector police check.
• A positive police check does not automatically disqualify an applicant for a position with North of Superior Counselling; however, the Police Check will be reviewed and evaluated to decide on suitability for employment to the specific duties and responsibilities of the position being filled.

North of Superior Counselling Programs is an equal-opportunity employer. We benefit from the diversity of lived experiences in the workplace and encourage applications from qualified candidates who reflect the diversity of the communities we serve. North of Superior Counselling Programs participates in the Government of Canada’s 50-30 Challenge. This program challenges organizations to improve access for women and/or non-binary people and other equity-deserving groups, including those identifying as racialized, Black, and/or people of colour, people with disabilities (including invisible and episodic disabilities), 2SLGBTQ+ and/or gender and sexually diverse individuals, and Aboriginal, and/or Indigenous Peoples to increase the representation and inclusion of diverse groups within their workplace.

Under the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, and North of Superior Counselling Programs’ policies, accommodation requests will be considered throughout the hiring process.

We thank all applicants; however, only those selected for interviews will be contacted.

About Us

Are you seeking exceptional experience working to improve mental health and social well-being in rural communities utilizing a generalist approach? Look no further than North of Superior Counselling Programs (NOSP)!

At NOSP, we are a non-profit multi-service agency dedicated to working together to optimize health and well-being throughout the lifespan. We strive to provide equitable, accessible, and client-driven services that make a real difference in the District of Thunder Bay.

Our services include on-site individual and group-based counselling and/or case management for mental health and addictions, school-based counselling, parental support, and access to specialized services like assessment and referrals for live-in treatment programs.

But that’s not all! We also provide supportive roles in formal on-site and virtual psychiatry and psychology diagnosis and assessments. Plus, we offer housing case management with rental supplement support programs. Through our incredibly dedicated volunteers, we provide enrichment and social engagement (EASE) to Adults (18 plus) with a physical disability or older adults (55 plus).

At NOSP, we believe in a generalist approach to care. We aim to collaborate with other service providers to deliver responsive wrap-around, whole-health care through person-centric goal planning. Through clear systems of care and innovative approaches, we strive to provide positive mental health outcomes for young people, adults, and families across the diverse communities of the District of Thunder Bay.

Are you curious about who we are and what we do? Visit our website athttp://www.nosp.on.ca .Discover how NOSP is making a difference, and join our team in improving mental health and social well-being in Northern Ontario’s rural communities!

Benefits of working and living in rural communities

• Peaceful and serene environment: Rural communities often provide a tranquil and peaceful setting, away from the hustle and bustle of urban areas. This environment can promote a sense of calmness and tranquility, allowing you to enjoy a slower pace of life and connect with nature.
• Strong sense of community: Rural communities tend to have tight-knit communities where people support and rely on each other. This sense of community can foster a robust social network and a feeling of belonging. You may have the opportunity to build meaningful relationships with community members and develop a sense of camaraderie.
• Lower cost of living: Rural areas often have lower costs of living than urban centers. Housing, groceries, and other daily expenses may be more affordable, allowing you to save money or have a higher quality of life with the same income.
• Work-life balance: Rural communities often offer a better work-life balance. With less traffic and shorter commutes, you can spend more time with family and friends or engage in activities you enjoy. The slower pace of life can contribute to reduced stress levels and a greater focus on personal well-being.
• Opportunities for outdoor activities: Northern Ontario is known for its stunning natural landscapes and outdoor recreational opportunities. Living in a rural community provides easy access to hiking, fishing, camping, and skiing. These activities can promote physical and mental well-being, allowing you to enjoy a healthier lifestyle.
• Personal growth and self-reliance: Living in a rural community requires self-reliance and adaptability. You may have to learn new skills, take on different responsibilities, and become more resourceful. This can lead to personal growth, increased resilience, and a sense of accomplishment.
• Enhanced quality of life: Many individuals find that living in rural communities offers a higher quality of life. The close-knit community, natural beauty, and slower pace can contribute to greater fulfillment, happiness, and overall well-being.

While working in rural, remote communities has advantages, potential challenges such as limited amenities, distance from urban centers, and possible feelings of isolation should be considered. However, rural living can be a rewarding experience for those who appreciate its unique benefits.